The ideal Office Manager will be a leader and integral piece of our company’s office operations and client services management. This position requires adaptability and an interest in working with a variety of tasks each day. In addition to providing office support, there will be plenty of operational involvement such as documentation management, warehouse staff support, and client correspondence. This can include but is not limited to being aware of operational needs, delegating to the office team and warehouse managers to support those needs, and implementing new systems. The ideal candidate must have superior customer service skills and employee supervisory experience.

As the Office Manager at Ferguson Associates, you will report to the Director of Operations and Administration.

The ideal candidate has the experience and the proven ability to manage the customers day to day logistics/warehouse/office needs in a high pace/high transaction, team-oriented service environment.

Attention to detail and strong proofreading abilities are necessary skills.

Responsibilities

• Support client relations by managing phone and email correspondence, and occasional visits to our office and/or warehouse facility

• Oversee order processing & logistics documentation (such as BOLs, manifest, EDI) with a team of eight

• Oversee written/verbal communication with clients, carriers, warehouse personnel, and other related entities

• Troubleshoot and proactively resolve customer concerns

• Provide constant communication with clients, carriers, warehouse personnel, and other related entities to ensure a seamless delivery experience

• Collaborate with warehouse managers to ensure timely inbound and outbound shipments, inventory preparation, and reconciliation

• Oversee the maintenance of data integrity.

• Record and review chargeback details and correspond with clients to resolve chargeback disputes.

• Maintain business files

• Manage eCommerce order administration.

• Lead and delegate needs to the customer service office team

• Other duties as assigned

Requirements

• 5+ years of experience in office management specifically in related industries such as logistics, inventory management, distributors, or another related industry is required

• Top-notch customer service skills

• Excellent written, verbal, phone etiquette, and interpersonal skills

• Ability to both lead and work collaboratively with a team of managers, warehouse employees, and office personnel

• A high level of thoroughness, attention to detail, and organizational skills

• Strong computer skills with a preference for experience with Sage, QuickBooks, MS Access, and Excel.

• Must be familiar with warehouse processes and procedures, Bills of Lading (BOL), manifest, routing, chargeback, EDI, FedEx, and UPS shipping software.

• Experience with shipping to departments stores, UPC/labeling, purchasing is preferred.

• College Degree required

Benefits and Compensation

• Competitive salary commensurate with experience

• Medical, Dental, Vision Insurance with employer contribution

• Simple IRA plan with employer match dollar-to-dollar up to 3% of compensation

• Paid 10 days of vacation, 10 Holidays, and 5 days of sick time

• Annual bonuses based on company budget

• Hands-on training process

• Opportunities for advancement and growth in the position

Employment Type

Full-time

Compensation

Up to $25 hourly + some overtime, depending on related education/experience

Hours

• 40-hour work week

• Must be available to work 8 business hours between 7:30 a.m. and 6:00 p.m. (exact hours to be determined by circumstances)

• Monday-Friday (Occasional Overtime required)

Position Qualifications

1. Must be computer savvy with multiple WMS programs (include programs and level of knowledge in response)

2. Must have experience with MS Excel, Knowledge of EDI is a plus

3. Must be able to demonstrate successful supervisory history

4. Must be extremely detailed oriented, accurate, organized and self-motivated

5. Must be able to multitask and work as a team player

6. Must have strong problem-solving and analytical skills and able to manage priorities and workflow

7. Knowledge of warehouse locator system(s) is strong plus

8. Must be able to communicate via email and by phone effectively in English

9. Must be seeking long term employment (job jumpers need not apply)

10. Must supply previous work references

11. Prefer local candidates (within 10 miles of Edison, NJ) with reliable transportation

12. Must have a good attendance record and be reliable.

13. Must be capable of passing drug testing, skills testing and background check

Duties to Include

1. Ensure that only authorized staff and associates are in building during workday

2. Verify doors and docks are locked each evening and alarm is set, or confirm that a similarly authorized colleague will verify in your absence.

3. Open facility when needed

4. Allocate open orders to appropriate staff for timely picking / checking / packing

5. Collaborate with Warehouse Manager on day-to-day operations

6. Recognize and adjust staff during shifts to meet client needs during busy periods

7. Management of assembly projects and the reporting of expense for billing purposes

8. Ensure safe unloading of incoming shipments

9. Efficient checking of receipts against invoices and reporting of discrepancies or damages

10. Confirmation to Office Administration for clerical receipt of goods

11. Verify all received items are labeled with SKU, UPC, description, and if not, execute corrective labeling ASAP

12. Application of correct UPC / SKU/ Qty labels as needed

13. Efficient stocking/storing of goods in their permanent locations, including assigning location to new products and communicating to the Office

14. Maintain stock locations using WMS product scanning system

15. Application of shipping labels and documentation on the correct cartons for each shipment

16. Correct placement of UCC128 EDI labels for all relevant EDI shipments

17. Ensure that all freight pickups are verified by pick up number and signed for by driver with full piece count, date and signature

18. Verify that all daily Ecom orders are shipped out and reconcile any issues regarding unshipped orders

19. Report late pickups to Office Manager

20. Supervise return RMA process according to each client's instructions

21. Order supplies as stock runs low to avoid work stoppages due to absence of necessary supplies

22. Delegate daily clearing of debris from floors and racks, cutting boxes, removing trash and the neat storage of pallets

23. Arrange Weekly, Monthly, and Semi-Annual safety meetings

24. General wellness check for safe operation of all equipment such as fork trucks, pallet jacks, production conveyors.

25. Administrative Office assistance as needed

26. Communicate clearly in both written and verbal English

27. Excellent interpersonal, communication, organizational and follow-up skills

28. Leadership skills and the ability to plan and schedule the work of others.

29. Time management and organizational skills, including the ability to plan and manage multiple priorities simultaneously.

30. Maintain a safe work environment with understanding of OSHA rules.

31. Ability to work with WMS product scanning systems.

32. Stand during work day

33. Lift 50 lbs regularly

34. Forklift experience preferred

Employment Type

Full-time

Compensation

Up to $17 hourly + some overtime, depending on related education/experience

Hours

• Must be available to work 8 hours between 7:30 a.m. and 5:00 p.m. Monday-Friday

• Specific hours will be scheduled

• Occasional overtime required

Position Requirements

1. Education: High School or equivalent.

2. Reliable transportation

3. Communicate clearly in both written and verbal English

4. Basic mathematical skills

5. Ability to work with WMS product scanning systems.

6. Stand during work day

7. Lift 50lbs regularly

8. Manage time effectively

9. Work well in a fast-paced environment with a group or individually in a team atmosphere

10. Must maintain attendance and dependability.

11. Forklift experience preferred

12. Pick/pack – piece, case, and pallet experience

13. Excellent interpersonal, communication, organizational and follow-up skills

14. Able to pass a company-required background check and company-required drug test

Duties to Include

1.  Physically gather all materials needed for outbound shipments.

2. Verify items by barcode scanning when possible, or visually by SKU & UPC number when scanning is impossible, not by descriptions.

3. Verify all items are labeled with SKU, UPC, description, and if not, execute corrective labeling

4. Ensure items are in good condition and packed securely for safe delivery via all modes of transport so items arrive intact.

5. Work efficiently with appropriate Office associate to resolve any discrepancies related to order fulfillment

6. Correctly and clearly mark exterior of all shipping cartons with appropriate info (PO#, Store #, Ctn #)

7. Return all picking documents back to Administrative Office neatly, completely and in a timely fashion

8. Ensure that all picking locations are well stocked with product for order fulfillment including assigning location to new products and communicating to the Office.

9. Make Shipping Supervisor aware of any Inventory/location issues

10. Verify that all daily eCommerce orders are shipped out and reconcile any issues regarding unshipped orders

11. Request supplies as stock runs low, to avoid work stoppages due to absence of necessary supplies

12. Correct placement of UCC128 EDI labels for all relevant EDI shipments

13. Be able to lift up to 50 lbs regularly.

14. Operate a pallet jack.

15. Well organized and able to handle multiple task at times.

16. Ability to identify improvement/efficiency

17. Ability to complete other duties as needed from shipping supervisor

18. Administrative Office assistance as needed

19. Along with Administrative team, assist with cycle counts annually and as needed

20. Daily clearing of debris from floors and racks and the neat storage of pallets

21. Maintain an organized and clean warehouse, including all work areas of all associates

Position duties include but are not limited to:

• QuickBooks and/or Sage order entry and related document generation

• Work with team member’s to Quality Check each other’s work for accuracy

• Manage EDI processing of orders and EDI transmission (856 ASN & 810 Invoice) according to trading partners’ shipping guide on their portal

• Follow up on order status to completion

• Preparation of shipping documents/BOL’s

• Month end reporting/ balancing (must be available to work later hours on the last business day of each month)

• Maintain chargeback avoidance, review, containment, and recovery

• Must be able to communicate effectively in English both verbally and in writing.

• Professionally answer email/phone correspondence and direct calls and messages accordingly

• Maintain business files and all corresponding documentation as appropriate

• Other duties/projects as assigned by Supervisor/Manager
  

Position Requirements/Qualifications:

• Must be computer savvy with multiple programs MS Office (Word/Excel)

• Knowledge of EDI and/or MS Access is a plus

• Knowledge of QuickBooks and/or Sage is a plus

• Knowledge of UPS Worldship/FedEx

• Knowledge of 3rd party distribution/warehousing

• Must be extremely detailed oriented and accurate

• Must be able to multitask and work as a Team Player

• Must be capable of successfully passing skills assessments and background check

Our company offers competitive pay and benefits, including:

• Weekly payroll via Direct Deposit

• Health Insurance Benefits with Employer Contribution

• Simple IRA Retirement Plan with Employer Matching Contribution

• 2 Weeks Vacation after 1st year; 3 weeks after 5 years, 4 weeks after 10 years

• 9 Observed paid Holidays and 1 Floating Holiday

• Employee Assistance Program (EAP)

• Employee Referral Bonus

• Professional Growth Opportunities

Only qualified candidates should apply.  

Please provide professional references and salary requirements with your current resume.     

Job Type: Full-time       

Salary:  Hourly rate commensurate with experience